Fleet Genius Fleet Maintenance System Tutorial

Welcome to Fleet Genius.  The system has been designed to allow you to track and monitor maintenance schedules and expenses automatically with our OBD-2 wireless vehicle monitors or manually using odometer updates or fuel receipt tracking.

Managing and creating maintenance records in Fleet Genius is easy especially if you remember the following points

  • Maintenance records are created using either preventive maintenance schedules or in an ad- hoc fashion for condition-based maintenance activities.
  • Once a maintenance item is created you must assign it to a service provider for action.  
  • A service provider can be an outside vendor or an internal department or a specific individual.  It is entirely your choice.  The system supports all types of service providers simultaneously.
  • You can record that an item is completed by entering an invoice or service completion record into the system.  

Setting up the system is accomplished in a few easy steps:

Step 1:  Set up your organization's maintenance schedule defaults

  1. Create/edit shared fleet maintenance service schedules
  2. Create your approved service providers list
  3. Create your vehicles

Step 2:  Activate each vehicle's maintenance schedules

  1. Make any schedule modifications required for the vehicle 
  2. Enter the last service record for each of the schedules you want to activate
  3. Update your vehicle odometer readings. 

Step 3:  Step back and let Fleet Genius automate maintenance schedule tracking

  • Install your VHMs to track mileage and engine hours running time to automate maintenance schedule tracking
  • If you don't have VHMs update your vehicle's odometer reading on a regular basis to automate schedule tracking.  You can update your vehicle's odometer from the update odometer button, Fuel receipt button or the completed service buttons.


Step 1: Create system wide maintenance schedules

The first step in setting up the maintenance system is to go to the system wide maintenance schedules.  These schedules are applied to all vehicles in the fleet and can be customized for each vehicle later in the process.  

Determine what your regular maintenance activities will be across the entire fleet.  The system already has some standard basic maintenance activities.  You can edit these and create new ones that support your particular requirements.


The Maintenance Schedules panel shows all fleet wide maintenance schedules.  These schedules are the default schedules for each vehicle in the fleet.  

When you create a new vehicle it inherits all existing maintenance schedules by default.  You can then modify the service intervals to meet the needs of the individual vehicle.


Once you select a schedule to edit you can:

  • Change its name and description
  • Turn schedule monitoring on or off
  • Change the service intervals using mileage, running time hours (VHM only), days and proper dates. 
  • You can also delete the schedule

Any changes you make to these maintenance schedules will affect new vehicles in the fleet.  Vehicles that already have inherited these fleet wide schedule at creation need to be managed at the vehicle level.

You can manage service intervals as well.  There are 2 interval settings for each maintenance interval type.  

The top box for each interval type, labeled mileage, date, days and hours sets the actual service interval between scheduled maintenance activities.  

The second box for each interval type allows you to get the system to warn you of an upcoming maintenance activity within the interval period.

In this Oil Change example the system is tracking the oil change.  It knows that you want to perform an oil change every 3,000 miles or every 90 days or every 240 hours since the last oil change was done.

The system also knows that you want to receive an alert when the vehicle is within 100 miles or 10 days or 40 hours of hitting that service interval.

The system is set up to send automatic notifications when any of these intervals has been passed.

Once you have reviewed, updated and created your fleet wide maintenance schedules you're ready to move on to create your vendor list.

Create your list of approved service providers

The Fleet Genius maintenance system allows you to track all of your maintenance activity by maintenance type and by the service provider who does that maintenance.  

By default the system has a self service vendor.  You can edit this to make it whatever you want.  You vendors/service providers can be internal staff or external suppliers.  It is up to you and and you can add vendors as you use the system.  

They are required when you want to record a maintenance action as completed.


Create your vehicles

 Now that you've gotten the maintenance systems basics nailed down you can move on to create your vehicles.

You can create vehicles from the system dashboard using the New Vehicle button.

Creating a vehicle is easy.  You need just a few pieces of information to get started, but the more detail you provide the richer the information you'll have later. 

Creating the vehicle requires only a UNIQUE vehicle name or ID.  You can choose to complete the remaining fields or find out more about the vehicle record here.



Step 2:  Activate each vehicle's maintenance schedules

Once you've created a vehicle you are taken immediately to that vehicle's Fleet Genius home page.   You can see every piece of information that the system collects and analyzes about the vehicle on that home page, but in this tutorial we will focus only on the maintenance tab items.

You'll notice 3 tabs:  Service Due , History and Schedules

Since you haven't yet recorded any maintenance the system hasn't registered any Service Due or History items yet.  Click on the Schedules tab to start activating the schedules.

Now you see the maintenance schedule cards you edited and created in Step 1.  

Underlined in red you can see actions to create new vendors, edit the shared fleet schedules and a new function to create a new schedule for this vehicle only - new custom service schedule.

You can use this new custom service schedule card to create specific schedules for this vehicle only.  


Each schedule has its own schedule card with a grey status bar listed as inactive.   The card displays:

  • Schedule name: maintenance activity being tracked
  • Schedule status (inactive, active, Due Soon, Overdue, Assigned for service)
  • Schedule counters (incrementing counters over schedules_
  • Schedule owner (all vehicles -shared, <vehicle name> - this vehicle only)
  • Assign for service - assign this to a vendor/service provider to activate and complete

To activate this schedule for the first time you need to assign it to a vendor or service provider for service. This creates a Service Order for the schedule that is assigned to the service provider.  Since your first entry may have already happened in the past - you're going back into your vehicle's maintenance history to record the last time this maintenance was performed.

Once you have assigned the maintenance schedule for service your Service Due screen will look like this screen below.  

In this case the oil change has been assigned for service and its status bar is blue and there is a green button on the card that allows you to record the completion information for the service order.


Record the information from the service record or invoice that is from the last time you performed this maintenance by clicking on the green complete service order button.

You'll get a pop-up that allows you to choose the vendor that the task was assigned to.  Check the services boxes that were performed on this service order/invoice.


The click on the Fuel/Odometer tab to enter the odometer reading for when this was performed.  Don't click the update odometer check box unless you want the vehicle's odometer reading changed at the same time.   This will just update the maintenance schedule if you don't click on the Update Odometer box.


If you want to add invoice information you can click on the invoice tab and record the cost information and date information that goes along with this maintenance record.

The completed maintenance is now recorded in the History tab. 

And this schedule is now automatically tracking vehicle maintenance for this item for this vehicle.  You'll need to go into your maintenance history for each vehicle to set up automated tracking.  

If you need some assistance with this you can take advantage for our Quick Start program where we can take your vehicle maintenance history information and import it into Fleet Genius to make starting up easier.


Step 3:  Step back and let Fleet Genius automate maintenance schedule tracking

Once you start updating your vehicles odometer readings on a regular basis the system will trigger notifications of upcoming and over due maintenance.  

As you can see in the screen below, this oil change is now Overdue.  

If you've set-up email notifications in your settings panel you will also get an email alert about this Overdue item.

How do you update your vehicle's odometer readings?

  1. Implement our VHM OBD-2 vehicle monitors in your vehicles to provide completely automated mileage tracking and reporting
  2. Import fuel receipts on a regular basis and record the odometer reading supplied at each fueling
  3. Perform a manual odometer reading on each vehicle and enter it into the system.

You can see on the screen above there are buttons to help you perform each action that you need.





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